Document authentication and apostilles are crucial for international transactions like business, education, or legal matters to ensure foreign acceptance. Canada joined the Hague Apostille Convention on January 11, 2024, simplifying the process by replacing legalization with a single certificate called an apostille. This certificate verifies the authenticity of documents such as birth certificates, marriage licences, and educational credentials for use in other member countries.
In Canada, designated government officials at federal, provincial, and territorial levels handle authentication and apostille services. Understanding who manages these processes and how they work is important for validating documents abroad. This article explains the key players and what Canada’s adoption of the Apostille Convention means for international document recognition.
If you need assistance, we are available to provide support for apostille processing in Canada. Our team is dedicated to the authentication of documents for international use in accordance with the Apostille Convention. See our page on Apostille Canada for additional information.
Need help with document apostille/legalization/authentication/attestation — and/or criminal record check in Canada? Contact us via our form, call us at +1-613-501-0555 (WhatsApp available) or +1-800-857-1215 (toll-free), fax us via 1-844-786-2001, or text us at [email protected].
What Is an Apostille and Why Is It Important?
The Apostille Convention, officially called the Hague Convention of October 5, 1961, eliminates the necessity for legalizing public original documents from foreign jurisdictions. Rather, it presents a refined procedure for the authentication of public documents among member nations via a uniform certificate known as an apostille.
Canada has formally become a member of the Apostille Convention as of January 11, 2024, and commenced its implementation on that very day. The relevant authorities, including Global Affairs Canada and provincial offices like Ontario Official Documents Services (ODS), have been granted the authority to issue apostilles for public documents in Canada. This introduces a streamlined approach, replacing the previously necessary multi-step authentication and legalization process with a more efficient, single-step apostille certification.
An apostille facilitates the recognition of Canadian documents in more than 125 countries that are signatories to the Hague Apostille Convention. Although there may be further requirements intended for use in a country of destination or document type, the apostille notably streamlines the processing time and simplifies the overall procedure. Thorough preparation and the issuance of an apostille certificate play a crucial role in affirming the authenticity and facilitating the international acceptance of Canadian documents, thereby eliminating the necessity for additional legalization.
Who Can Issue an Apostille in Canada?
Global Affairs Canada (GAC)
Global Affairs Canada issues apostille for certain Canadian documents. If the Government of Canada issued your document—such as a federal birth certificate or a Canadian passport—GAC is the competent authority in Canada that will provide the apostille. Additionally, if your document was issued or notarized in provinces and territories without their own apostille offices, Global Affairs Canada issues apostille those as well. These regions include Manitoba, New Brunswick, Newfoundland and Labrador, Nova Scotia, Prince Edward Island, Northwest Territories, Nunavut, and Yukon.
It’s important to send your documents to the correct authority based on where they were issued or notarized. If your document comes from one of the provinces or territories listed above or from the federal government, GAC is the right place to obtain your apostille. This ensures your documents are properly authenticated for use in countries that are part of the Apostille Convention.
Province’s Competent Authorities
As of January 11, 2024, following Canada’s accession to the Hague Apostille Convention, the authority to issue apostilles is handled at the provincial level and designated ministries or government offices in each participating province process apostille certifications for documents issued by the government within their jurisdiction. This allows Canadian documents to be legally recognized in other member countries.
The following provinces currently issue apostilles through these offices:
- Ontario: Official Documents Services (ODS), under the Ministry of Public and Business Service Delivery, is responsible for issuing apostilles for documents originating in Ontario, including vital records, educational transcripts, and notarized legal documents.
- British Columbia: The Order in Council Administration Office, part of the Ministry of Attorney General, handles apostille services in British Columbia for documents such as court records, academic credentials, and notarized statements.
- Alberta: Alberta’s Ministry of Justice is authorized to apostille documents like notarized affidavits, judicial rulings, and official provincial certificates.
- Saskatchewan: The Attorney General and Ministry of Justice in Saskatchewan provide apostille certification for provincial documents, including adoption papers, business filings, and civil records.
- Quebec: Quebec’s Ministry of Justice issues apostilles for documents prepared under the province’s civil law system, including English or French language contracts, diplomas, and notarized legal forms.
Submitting your documents to the right place helps make sure they are accepted in other countries that are part of the Apostille Convention.
Which Documents in Canada Can Be Authenticated and Apostilled?
When intending to utilize Canadian documents in a country that is a member of the Apostille Convention, it is generally necessary for these documents to undergo authentication and apostille before use. The most common document types that go through this process in Canada include:
- Birth, Marriage, and Death Certificates: These vital documents are often required when moving abroad, applying for citizenship, or getting married in another country.
- Educational Diplomas and Transcripts: Schools, employers, or immigration offices in other countries may ask for proof of your education.
- Criminal Record Checks: Often needed for work permits, immigration, or volunteer opportunities overseas.
- Power of Attorney Documents: If you are granting someone legal authority to represent you internationally, these documents may be necessary to get an apostille.
- Corporate Documents: Businesses may need to certify incorporation documents, board resolutions, or other legal paperwork for use outside Canada.
- Court Orders: Legal rulings such as custody orders or divorce judgments sometimes need to be recognized in another country.
How to Send Your Documents for the Apostille Services Process
Those needing authentication certificates for foreign public documents or their use outside Canada could send them electronically or via mail. Before submission, it is necessary to verify that the relevant authority issued the document—whether it be a notarized document, a certification by a notary public, or one of the other government official documents. Sometimes, this process includes affixing a stamp to the document or verifying the signature of a notary public.
Canada’s recent accession to the apostille convention may result in changes to the requirements for submitting and processing times. Information regarding the apostille process is available on our official website, which includes the latest regulations. The process may vary depending on the document’s origin. This is especially relevant to certain international documents that Canada will recognize for verification purposes.
The authentication services section at Global Affairs Canada certifies official signatures on Canadian documents for international use before issuing an apostille. Countries that have ratified the Hague Apostille Convention may use the document after it has been authenticated. An apostille removes the need for additional legalization of documents in countries that are signatories to the Hague Apostille Convention, thereby streamlining the process.
Party to the Apostille Convention: List of Member Countries
With more than 120 countries from all continents, the Hague Apostille Convention is today recognized for its global significance in simplifying international business, travel, education, and legal matters. This comprehensive list of states that have signed the Apostille Convention facilitates effective document authentication and mutual recognition.
- Albania
- Andorra
- Antigua and Barbuda
- Argentina
- Armenia
- Australia
- Austria
- Azerbaijan
- Bahamas
- Bahrain
- Barbados
- Belarus
- Belgium
- Belize
- Bolivia
- Bosnia Herzegovina
- Botswana
- Brazil
- Brunei Darussalam
- Bulgaria
- Burundi
- Cabo Verde
- Canada
- Chile
- China
- Colombia
- Cook Islands
- Costa Rica
- Croatia
- Cyprus
- Czech Republic
- Denmark
- Dominica
- Dominican Republic
- Ecuador
- El Salvador
- Estonia
- Eswatini
- Fiji
- Finland
- France
- Georgia
- Germany
- Greece
- Grenada
- Guatemala
- Guyana
- Honduras
- Hong Kong
- Hungary
- Iceland
- India
- Indonesia
- Ireland
- Israel
- Italy
- Jamaica
- Japan
- Kazakhstan
- Kosovo
- Kyrgyzstan
- Latvia
- Lesotho
- Liberia
- Liechtenstein
- Lithuania
- Luxembourg
- Macau
- Malawi
- Malta
- Marshall Islands
- Mauritius
- Mexico
- Moldova
- Monaco
- Mongolia
- Montenegro
- Morocco
- Namibia
- Netherlands
- New Zealand
- Nicaragua
- Niue
- North Macedonia
- Norway
- Oman
- Pakistan
- Palau
- Panama
- Paraguay
- Peru
- Philippines
- Poland
- Portugal
- Romania
- Russian Federation
- Saint Kitts and Nevis
- Saint Lucia
- Saint Vincent and the Grenadines
- Samoa
- San Marino
- São Tomé and Príncipe
- Saudi Arabia
- Serbia
- Seychelles
- Singapore
- Slovakia
- Slovenia
- South Africa
- South Korea (Republic of Korea)
- Spain
- Suriname
- Sweden
- Switzerland
- Tajikistan
- Tonga
- Trinidad and Tobago
- Tunisia
- Turkey
- Ukraine
- United Kingdom
- United States of America
- Uruguay
- Uzbekistan
- Vanuatu
- Venezuela
Traditional legalization is essential for countries that are not signatories to the Hague Apostille Convention. The document must be authenticated by Global Affairs Canada prior to its use. The document undergoes validation by the relevant foreign embassy or consulate.
Non-signatory nations will not recognize Canadian documents unless they go through an authentication, legalization, or attestation process, which takes longer than the apostille process for signatory countries.
If you need assistance with apostille processing in Canada, we’re here to help. Our team specializes in document authentication for international use under the Apostille Convention. Check our Apostille Canada page for more details.
Are You Seeking to Obtain an Apostille for a Canadian document meant for use Outside of Canada? Legalization Service Centre is Here to Assist You!
The Legalization Service Centre supports those seeking apostille, authentications, and attestation services for documents in Canada at every stage of the process. We optimize the process to guarantee the accurate authentication of your documents for international purposes.
Need help with document apostille/legalization/authentication/attestation — and/or criminal record check in Canada? Contact us via our form, call us at +1-613-501-0555 (WhatsApp available) or +1-800-857-1215 (toll-free), fax us via 1-844-786-2001, or text us at [email protected].